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HomeMy WebLinkAbout21-158 - Otak - Stormwater Management Action Plan & Surface Water Comprehensive PlanCity of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Agreement Number: 21-158(a) Council Approval N/A CONTRACT FOR SERVICES Amendment # 1 Between the City of Tukwila and Otak, Inc. That portion of Contract No. 21-158 between the City of Tukwila and Otak, Inc. is hereby amended as follows: Section 1: The Contractor shall perform those services described on Exhibit A attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Contractor shall at all times comply with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such services and the handling of any funds used in connection therewith. The Contractor shall request and obtain prior written approval from the City if the scope or schedule is to be modified in any way. Section 2: The City s hall pay the Contractor for services rendered according to the rate and method set forth on Exhibit A attached hereto and incorporated herein by this reference. The total amount to be paid shall not exceed $ 403,822. Section 4: This Agreement shall be in full force and effect for a period commencing October 25, 2021, and ending June 30, 2024, unless sooner terminated under the provisions hereinafter specified. All other provisions of the contract shall remain in full force and effect. Dated this 24 day of October , 2023 CA Reviewed May 2020 Page 1 of 2 CITY OF TUKWILA DocuSigned by: 1 F89FE09132b402... City of Tukwila 6200 Southcenter Boulevard, Tukwila WA 98188 Allan Ekberg, Mayor 11/6/2023 I 3:57 PM PST ATTEST/AUTHENTICATED: Laust Doc_uSigned by: 88678483CB594E7... Christy O'Flaherty, City Clerk APPROVED AS TO FORM: DocuSigned by: 5E499CA4165E452... Office of the City Attorney CA Reviewed May 2020 Agreement Number: 21-158(a) CONTRACTOR: By: Russell Gaston Printed Name: Title: Digitally signed by Russell Gaston, 'E, Principal Date: 2023.10.25 15:36:36-0T00' Page 2 of 2 Exhibit A City of Tukwila Stormwater Management Action Plan And Surface Water Comprehensive Plan Otak Project #33383 Amendment #1 August 18, 2023 Understanding The City of Tukwila operates and maintains a municipal storm sewer system (MS4) serving the City limits. The City is investing in a Surface Water Comprehensive Plan (SWCP) and a SMAP to enhance the quality of surface water and prioritize system extensions, repairs, and upgrades throughout its stormwater service area. As with many planning projects, scope of work may shift over the months, and the original fee assessment may overestimate or underestimate the effort of completing some of the tasks. One purpose of this contract amendment is to revise the contract scope of work and reallocate some budgets to complete the project without increasing the contract value. These no -cost budget re -allocations are considered for four reasons when the available remaining budget can balance out: 1. Reductions in scope of work. 2. Cost efficiency in completing a task. 3. Cost overage in completing a task. 4. Minor additions to scope of work in existing tasks (often known as "scope creep"). In addition to the no -cost budget re -allocations, the City has received a grant from Washington Department of Ecology which requires additional tasks for preparing the SMAP. The City also has asked Otak to increase the scope of work for public involvement and other tasks during development of the SWCP. Therefore, another purpose of this contract amendment is to supplement the scope of work and the contract budget to incorporate additional work requested. A final purpose of the contract amendment is to extend the schedule to accommodate the additional scope of work. This amendment documents tasks that are either supplementary or revised. Unchanged elements of the scope of work and budget remain in force. Amendments The contract end date is amended to June 30, 2024. K:1Project1333001333831ContractlAmendment 1133383 Tukwila SMAP SWCP Amendment 1 v4.docx City of Tukwila SMAP and SWCP Scope of Work— Amendment No. 1 Revised Discussion Draft June 26, 2023 Phase 100 Project Management 01 Contract and Schedule Management Minor addition to scope of work. The project length is extended from 24 months to 32 months. Page 2 02 Coordination Supplementary scope of work. The scope of work and budget for project coordination is supplemented. Additional work includes: a. Attend up to one additional 1 -hour coordination meeting to prepare for submitting deliverables to Ecology and debriefing with City staff on Ecology's comments. 03 Monthly Progress Reporting Minor addition to scope of work. The project length is extended from 24 months to 32 months. Phase 200 Receiving Waters Assessment Budget efficiency. Phase 200 completed under budget. As part of the no -cost budget re -allocation, remaining budget is transferred to other phases. Phase 300 Basin Prioritization 02 Public Outreach/Involvement (Additional Tasks) Supplementary scope of work. The original scope of work in the phase and task has been completed. The City requested an additional round of public involvement to gain feedback on the options for stormwater management solutions in Riverton Basin. The Ecology grant requires public involvement at this stage. The additional scope of work has been completed, and the costs were tracked under Phase 300, Task 02. The cost of the outreach was $11,170.00. The scope of work completed is described below. Input from the public and stakeholders was sought to help select and prioritize stormwater management options within Riverton Basin. The scope of work included new items d through h as follows: d. Prepare summary information about each stormwater management option in language suitable for the general public. e. Prepare a draft and final website with interactive map describing the SMAP process and the options. f. Prepare a draft and final survey for public to select preferred options. g. Assist City in corresponding with stakeholders such as King County. h. Summarize survey results and meet with City to incorporate results into SMA prioritization. Phase 400 Retrofit/Action Plan Concept Development Budget overage and scope creep. Phase 400 completed over budget. As part of the no -cost budget re -allocation budget is transferred to this phase to cover the overage. Phase 500 SMAP Supplementary scope of work as well as budget overage and scope creep. The original scope of work is complete. Phase 500 completed its original scope of work over budget. As part of the no -cost budget re -allocation budget is transferred to this phase to cover the overage. City of Tukwila SMAP and SWCP Scope of Work— Amendment No. 1 Revised Discussion Draft June 26, 2023 Page 3 In addition, the City requests supplementary scope of work to respond to comments from Department of Ecology and perform additional outreach to inform the public about the SMAP recommendations. Tasks 03 and 04 are added. 03 SMAP Ongoing Outreach (New Task) The scope of work includes: a. Transfer Receiving Waters Assessment web map from Aspect, Inc. to City of Tukwila ownership (currently located at this URL: httpse//storvmapsearcgisecom/stories/07648d8fc01042db9f9f717c3179dea6) b. Update SMAP StoryMap (currently located at this URL: httpse//experience.arcgisecom/experience/e677d7cd1 eea497c9284f7aab6152108/page/Introduction/) with a new tab for SMAP recommendations with map of Riverton Basin and SMAP CIP and by changing text in prior steps to past tense. c. Transfer updated StoryMap from Otak to City of Tukwila ownership. 04 SMAP Revisions - Grant Driven (New Task) The scope of work includes preparing draft responses to Ecology's comments and updating the SMAP in response to Ecology's comments: a. Document Ecology's comments and provide responses. b. Update the SMAP, incorporating Ecology's comments. Phase 500 Deliverables • Draft responses to Ecology's comments • Revised SMAP • Transfer of GIS content Phase 500 Assumptions • SMAP StoryMap transfer includes one meeting with the project PM and Sr. GIS Specialist • SMAP StoryMap transfer requires a temporary one-month software license purchase for both City and Otak. The license purchase will be billed as an expense ($250 per license) and is within the original contracted expense budget. • Transfer of GIS assets from Aspect to City of Tukwila will require simultaneous on-screen coordination meeting(s) over Teams with City's GIS Analyst; this meeting or series of meetings could require several hours. • Assumes City has an ArcOnline account for hosting the web sites and will temporarily provide Otak administrative login credentials for use in ESRI's ArcGIS Assistant program to copy web service and web application items. • Includes one round of responses to Ecology's comments dated 5/11/2023 and edits to accommodate Ecology's comments. Phase 620 SWCP - Discovery Supplementary scope of work. City requests additional work on the fish passage barriers and assessment task. The scope of work of Phase 620, Task 02 is amended. 02 Update Fish Passage Barriers Inventory and Assessment In addition to the original scope of work, the Consultant shall: City of Tukwila SMAP and SWCP Scope of Work— Amendment No. 1 Revised Discussion Draft June 26, 2023 Page 4 b. Add new barriers documented by WDFW since the prior inventory to the barriers inventory. c. Revise the list to be ordered by downstream to upstream on each stream. d. Map the barriers. e. Narratively describe the WSDOT injunction and WSDOT's efforts to remove fish passage barriers in Tukwila. In addition, the scope of work is modified as part of the no -cost budget re -allocation as follows: 03 Interviews and Preliminary Field Trips w/ Staff The number of preliminary field days is reduced from two to one. 04 Document Known Issues The number of documented known issues is increased from 90 to 150. 06 Screening The number of meetings with City staff to screen the list of known issues is increased from one to three. 07 Regulatory & Operations Review The consultant has completed the draft update of the 2020 regulatory gap analysis, and additional work on the task will be omitted from the scope of work. Omitted from the scope of work are: a. Document in a list the policies, operational SOPs, guidelines, route maps, and reference materials used by City staff relating to storm sewer operations and NPDES permit compliance. b. With City's approval, select up to five items to review in more detail, and review them. c. Attend a two-hour meeting with the City to gather information on the City's current operations policies and practices. d. {not omitted} e. Update Appendix C of the current SWCP (regulations and policies). f. Update Section 6 of the current SWCP with operations and maintenance policies and practices (draft). Phase 643 SWCP Visioning The scope of work is modified as part of the no -cost budget re -allocation as follows: 01 Scoring Criteria Work on revising the draft scoring criteria is halted because the screening and potential project selection process was accomplished through extensive discussion assessing the majority of the elements present in the draft and resulting in a number of project candidates that does not need to be reduced for further investigation. Phase 640 SWCP - Solutions The scope of work is modified as part of the no -cost budget re -allocation as follows: 02 Rate and Rank Draft Project List The scope of work for rating and ranking the draft project list is omitted because the screening and potential project selection process was accomplished through extensive discussion assessing the majority of the elements City of Tukwila SMAP and SWCP Scope of Work— Amendment No. 1 Revised Discussion Draft June 26, 2023 Page 5 present in the draft and resulting in a number of project candidates that does not need to be reduced for further investigation. 05 Update Surface Water Issues and Solutions Through the screening process, the City has identified a large number of programmatic efforts to be described in the SWCP. The scope of work for updating the Surface Water Issues and Solutions is increased to include writing about up to four additional programmatic solutions. 06 Update Atlas The scope of work to update the storm system atlas attached to the SWCP as a PDF is omitted. Phase 660 SWCP - Implementation The original scope of work for Phase 660 has not been started. The City requests additional public involvement prior to presenting the SWCP to City Council. Task 04 is revised. The purpose of this phase is to prepare the Surface Water Comprehensive Plan 2023 Update. 04 SWCP Public Involvement and Adoption (Revised Task) The following items are added to the existing scope of work for Task 04. Consultant shall: a. Meet with the City to determine best stage of process to request public involvement, which will guide contents of outputs. b. Create a draft and final poster describing the SWCP process and where/how to comment; provide digital file to City for printing. c. Create a draft and final flyer describing the SWCP process and where/how to comment; provide digital file to City for printing. d. Develop a short survey and interactive web map. e. Attend up to one existing planned public event, such as a meeting for the Transportation Plan outreach, National Night Out, events at parks or farmer's markets where City staff is already tabling, or similar. f. Intake and review results of public involvement; meet with City to determine how to incorporate feedback into SWCP recommendations. Phase 660 Deliverables The following items are added to the list of deliverables in Phase 660: • Draft and final SWCP involvement poster • Draft and final SWCP involvement flyer • Three to four question survey and interactive web map Phase 660 Assumptions The following bullets are amended or added to the list of assumptions in Phase 660: • The SWCP will use a new format/template provided by the City, which will require changes to the color scheme. • One round of review each of logo, poster, and flyer is included. • One Otak staff member to attend pre -planned event. City of Tukwila SMAP and SWCP Scope of Work— Amendment No. 1 Revised Discussion Draft June 26, 2023 Page 6 ■ City is responsible for public meeting logistics including booking venues, issuing notices, and coordinating with event sponsor (e.g., other planning effort, another City department, other agency). ■ City staff prepares the SEPA notice and content for Hazelnut and Ehazelnut publications to advertise public involvement opportunities. August 18, 2023 N 01 0 D m c N E 0 c a) A� ? N Change in Budget to N N $350 10 N ($9,934) O� 69. 0 1 $4,564 0) <--o a0 N. O O 0 N CO 0 o {f} v $1,300 0 0 N 69. Budget Reallocation N N N ($9,934) C1' to $4,564 O O N CO 0 co {f} v $1,300 O N 69. Supplementary Budget - Additional Scope of Work $350 O N- 69. T- O T- co N. Task Status / Reason for Change Revised; additional scope Revised; additional scope Revised; additional scope Budget efficiency Revised; additional scope Budget inefficiency; scope creep Budget inefficiency; scope creep New task New task Budget inefficiency; scope creep Revised; additional scope Revised; reduced scope Revised; additional scope Revised; additional scope Description Project Management and Grant App Contract and Schedule Management Coordination Monthly Progress Reporting Receiving Waters Assessment Basin Prioritization Public Outreach/Involvement Retrofit/Action Plan Concept Development SMAP SMAP Ongoing Outreach SMAP Revisions - Grant Driven SWCP Discovery Engineering and Asset Data Collection Update Fish Passage Barriers Inventory Interviews and Preliminary Field Trip Document Known Issues a c c a) a)) 0 CD N N CO CO a a — 0 N 0 CO 0 200 300 N O 400 500 CO O 04 620 O N O CO O 04 0 O August 18, 2023 Change in Budget t0 o 0 0)) $4,398 ($4,328) $12,304 O El? oNo co ta Budget Reallocation OO o to In o O M O r -- 0) a $4,398 ($4,328) Supplementary Budget - Additional Scope of Work $12,304 $32,826 O O O ER CO N CO Cl Ea Task Status / Reason for Change Revised; reduced scope Revised; Budget efficiency Revised; scope shifted to "Screening" and "Project Identifications" tasks Revised; additional scope Revised; reduced scope Revised; additional scope Description Regulatory & Operations Review SWCP Visioning Scoring Criteria SWCP Solutions Rate and Rank Draft List Update Surface Water Issues and Solutions Update Atlas SWCP Implementation Public Involvement and Adoption Amendment #1 Total Labor Cost Subconsultant Estimate Amendment #1 Total CD co c o a 630 c0 0 640 0 05 CO o CO 04 Project Budget Summary O O O 10 O M CO69. N co co Original Contract Value Amendment #1 Total' New Contract Value 1 Represents at 10.3% increase in contract value. 0 City of Tukwila 6200 Southcenter Boulevard, Tukwila WA98188 CONTRACT FOR SERVICES Contract Number: 21-158 Council Approval 10/18/21 This Agreement is entered into by and between the City of Tukwila, Washington, a non -charter optional municipal code city hereinafter referred to as "the City," and Otak, hereinafter referred to as "the Contractor," whose principal office is located at 700 Washington Street, Suite 300 Vancouver, WA 98660. WHEREAS, the City has determined the need to have certain services performed for its citizens but does not have the manpower or expertise to perform such services; and WHEREAS, the City desires to have the Contractor perform such services pursuant to certain terms and conditions; now, therefore, IN CONSIDERATION OF the mutual benefits and conditions hereinafter contained, the parties hereto agree as follows: . Scope and Schedule of Services to be Performed by Contractor. The Contractor shall perform those services described on Exhibit A attached hereto and incorporated herein by this reference as if fully set forth. In performing such services, the Contractor shall at all times comply with all Federal, State, and local statutes, rules and ordinances applicable to the performance of such services and the handling of any funds used in connection therewith. The Contractor shall request and obtain prior written approval from the City if the scope or schedule is to be modified in any way. 2. Compensation and Method of Payment. The City s hall pay the Contractor for services rendered according to the rate and method set forth on Exhibit B attached hereto and incorporated herein by this reference. The total amount to be paid shall not exceed $365,996.. 3. Contractor Budaet. The Contractor shall apply the funds received under this Agreement within the maximum limits set forth in this Agreement. The Contractor shall request prior approval from the City whenever the Contractor desires to amend its budget in any way. 4. Duration of Agreement. This Agreement shall be in full force and effect for a period commencing October 25, 2021, and ending December 31, 2023, unless sooner terminated under the provisions hereinafter specified. 5. Independent Contractor. Contractor and City agree that Contractor is an independent contractor with respect to the services provided pursuant to this Agreement. Nothing in this Agreement shall be considered to create the relationship of employer and employee between the parties hereto. Neither Contractor nor any employee of Contractor shall be entitled to any benefits accorded City employees by virtue of the services provided under this Agreement. The City shall not be responsible for withholding or otherwise deducting federal income tax or social security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties of an employer with respect to the Contractor, or any employee of the Contractor. 6. Indemnification. The Contractor shall defend, indemnify and hold the Public Entity, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or in connection with the performance of this Agreement, except for injuries and damages caused by the sole negligence of the Public Entity. CA Revised May 2020 Page 1 of 4 Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the Public Entity, its officers, officials, employees, and volunteers, the Contractor's liability hereunder shall be only to the extent of the Contractor's negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Contractor's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 7. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, their agents, representatives, employees or subcontractors. Contractor's maintenance of insurance, its scope of coverage and limits as required herein shall not be construed to limit the liability of the Contractor to the coverage provided by such insurance, or otherwise limit the City's recourse to any remedy available at law or in equity. A. Minimum Scope of Insurance. Contractor shall obtain insurance of the types and with the limits described below: 1. Automobile Li ability i nsurance w ith a minimum c ombined single I imit f or bodi ly i njury an d property damage of $1,000,000 per accident. Automobile liability insurance shall cover all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate and $2,000,000 products -completed operations aggregate limit. Commercial General Liability insurance shall be as least at broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, independent contractors, products -completed operations, stop gap liability, personal injury and advertising injury, and liability assumed under an insured contract. The Commercial General Liability insurance shall be endorsed to provide a per project general aggregate limit using ISO form CG 25 03 05 09 or an equivalent endorsement. There shall be no exclusion for liability arising from explosion, collapse or underground property damage. The City shall be named as an additional insured under the Contractor's Commercial General Liability insurance policy with respect to the work performed for the City using ISO Additional Insured endorsement CG 20 10 10 01 and Additional Insured -Completed Operations endorsement CG 20 37 10 01 or substitute endorsements providing at least as broad coverage. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. B. Public Entity Full Availability of Contractor Limits. If the Contractor maintains higher insurance limits than the minimums shown above, the Public Entity shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Contractor, irrespective of whether such limits maintained by the Contractor are greater than those required by this Contract or whether any certificate of insurance furnished to the Public Entity evidences limits of liability lower than those maintained by the Contractor. C. Other Insurance Provision. The Contractor's Automobile Liability and Commercial General Liability insurance policies are to contain, or be endorsed to contain that they shall be primary insurance with respect to the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Contractor's insurance and shall not contribute with it. D. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. CA Revised May 2020 Page 2 of 4 E. Verification of Coverage. Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Contractor before commencement of the work. Upon request by the City, the Contractor shall furnish certified copies of all required insurance policies, including endorsements, required in this Agreement and evidence of all subcontractors' coverage. F. Subcontractors. The Contractor shall cause each and every Subcontractor to provide insurance coverage that complies with all applicable requirements of the Contractor -provided insurance as set forth herein, except the Contractor shall have sole responsibility for determining the limits of coverage required to be obtained by Subcontractors. The Contractor shall ensure that the Public Entity i s an addi tional i nsured on eac h and ev ery S ubcontractor's C ommercial General I iability insurance policy using an endorsement as Ieast as broad as ISO CG 20 10 10 01 for ongoing operations and CG 20 37 10 01 for completed operations. G. Notice of Cancellation. The Contractor shall provide the City and all Additional Insureds for this work with written notice of any policy cancellation, within two business days of their receipt of such notice. H. Failure to Maintain Insurance. Failure on the part of the Contractor to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five business days notice to the Contractor to correct the breach, immediately terminate the contract or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Contractor from the City. 8. Record Keeping and Reporting. A. The Contractor shall maintain accounts and records, including personnel, property, financial and programmatic records which sufficiently and properly reflect all direct and indirect costs of any nature expended and services performed in the performance of this Agreement and other such records as may be deemed necessary by the City to ensure the performance of this Agreement. B. These records shall be maintained for a period of seven (7) years after termination hereof unless permission to destroy them is granted by the office of the archivist in accordance with RCW Chapter 40.14 and by the City. 9. Audits and I nspections. The records and doc uments with respect t o all matters covered by t his Agreement shall be subject at all times to inspection, review or audit by law during the performance of this Agreement. 10. Termination. This Agreement may at any time be terminated by the City giving to the Contractor thirty (30) days written notice of the City's intention to terminate the same. Failure to provide products on schedule may result in contract termination. If the Contractor's insurance coverage is canceled for any reason, the City shall have the right to terminate this Agreement immediately. 11. Discrimination Prohibited. The Consultant, with regard to the work performed by it under this Agreement, will not discriminate on the grounds of race, religion, creed, color, national origin, age, veteran status, sex, sexual orientation, gender identity, marital status, political affiliation, the presence of any disability, or any other protected class status under state or federal law, in the selection and retention of employees or procurement of materials or supplies. 12. Assignment and Subcontract. The Contractor shall not assign or subcontract any portion of the services contemplated by this Agreement without the written consent of the City. 13. Entire Agreement: Modification. This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the City and the Contractor and supersedes all prior negotiations, representations, or agreements written or oral. No amendment or modification of this Agreement shall be of any force or effect unless it is in writing and signed by the parties. CA Revised May 2020 Page 3 of 4 14. Severability and Survival. If any term, condition or provision of this Agreement is declared void or unenforceable or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. The provisions of this Agreement, which by their sense and context are reasonably intended to survive the completion, expiration or cancellation of this Agreement, shall survive termination of this Agreement. 15. Notices. Notices to the City of Tukwila shall be sent to the following address: City Clerk, City of Tukwila 6200 Southcenter Blvd. Tukwila, Washington 98188 Notices to the Contractor shall be sent to the address provided by the Contractor upon the signature line below. 16. Applicable Law: Venue: Attorney's Fees. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In the event any suit, arbitration, or other proceeding is instituted to enforce any term of this Agreement, the parties specifically understand and agree that venue shall be properly laid in King County, Washington. The prevailing party in any such action shall be entitled to its attorney's fees and costs of suit. DATED this 20th day of October , 2021 . CITY OF TUKWILA CONTRACTOR CCCar2 6:m /cg Allan Ekberg, Mayor 10/20/2021 ATTEST/AUTHENTICATED: Chia C32�x1 Key: af07,7,Pleebc157,10f0c0b2fSfe,D,c1 City Clerk, Christy O'Flaherty APPROVED AS TO FORM: Key: 1.7,,,,,,,acrOcc91032,1,15aaecl Office of the City Attorney Digitally signed by Russell Gaston, PE, Principal Russell Gaston, PE, Principal Location: Everett WA Contact Info: (425) 890-2376 By: Date. 2021.10.05 10:46:58-07'00' Printed Name and Title: Address: 700 Washington Street, Suite 300 Vancouver, WA 98660 CA Revised May 2020 Page 4 of 4 EXHIBIT A City of Tukwila Stormwater Management Action Plan And Surface Water Comprehensive Plan Otak Project #33383 October 1, 2021 Project Understanding The City of Tukwila operates and maintains a municipal storm sewer system (MS4) serving the City limits. The MS4 operates in a city anchored by commercial, industrial, and residential development within the Green and Duwamish Watershed. Under the Western Washington Phase II Municipal Stormwater Permit (Permit), issued by the Washington State Department of Ecology (Ecology), the City is required to develop a Stormwater Management Action Plan (SMAP) which provides a strategic framework and requirements for the management of the City's stormwater in a priority basin. In conjunction, the City seeks to issue a new Surface Water Comprehensive Plan (SWCP) by updating the SWCP prepared in 2013 by CH2MHILL. The SMAP and its components should be prepared to meet the Permit requirements, including deadlines in March 2022, June 2022, and March 2023. The plans shall address the expansion of regulatory requirements, the changing stormwater and surface water management techniques and strategies, and establish management goals and projects for the future. These plan(s) shall also reflect the surface water capital and non-structural investments that the City has made since the previous edition. The final document shall provide a framework for the City's surface and storm water program moving forward including capital planning projects for the next 10 years. The City began to meet the SMAP requirement in 2021, with a preliminary receiving waters assessment memo prepared by Otak. Project Guidance / Reference Documents • City of Tukwila Request for Proposals for a Stormwater Management Action Plan (SMAP) and Surface Water Comprehensive Plan (SWCP) • Otak and Aspect team proposal for City of Tukwila Stormwater Management Action Plan (SMAP) and Surface Water Comprehensive Plan (SWCP), July 22, 2021 • 2013 Surface Water Comprehensive Plan, CH2MHILL for City of Tukwila, February 2013 • Western Washington Phase II Municipal Stormwater Permit, Department of Ecology, 2019-2024 • Stormwater Management Action Planning Guidance: Phase I and Western Washington Phase II Municipal Stormwater Permits, Department of Ecology, August 2019 • Building Cities in the Rain: Watershed Prioritization for Stormwater Retrofits, Washington Department of Commerce, September 2016 • Preliminary Receiving Waters Assessment and Stormwater Management Influence memorandum, Otak, February 24, 2021 K:1Project1333001333831Contract133383 Tukwila SMAP SWCP Scope of Work Draft v4. docx City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Overall Project Assumptions • The project length is 24 months. • Meetings and workshops will be held virtually unless otherwise specified. Scope of Work Page 2 Phase 100 Project Management The purpose of this task is to provide Project Management and Administration services during development of the SMAP and SWCP as well as to develop a grant application to fund Phases 400 and 500 of the project. 01 Contract & Schedule Management Consultant shall: a. Prepare a project work plan. b. Develop and maintain a detailed project schedule, identifying critical tasks necessary to meet the project timeline. Up to four updates. c. Develop an abbreviated quality assurance and quality control plan for project deliverables. d. Manage the contract and subconsultant contract(s). 02 Coordination Consultant shall: a. Maintain regular communication and attend up to 20 one-hour coordination meetings with the City, including a project start up meeting to discuss project goals, work plan, schedule, and expectations. The project managers will charge to this task. Other consultant team members attending these meetings will charge to the task(s) they are currently working on. Meeting summaries will focus on decisions and action items. b. Maintain regular communication among the team and hold up to 30 30 -minute internal coordination meetings. The project managers will charge to this task. Other team members attending these meetings will charge to the task(s) they are currently working on. c. Prepare and maintain a decision log shared with the City. 03 Monthly Progress Reporting Consultant shall: a. Prepare and submit monthly invoices and monthly project status reports (23). Status reports list activities completed, issues/needs, and a budget status summary using an earned value analysis. Phase 100 Deliverables • Project work plan • Project schedule and up to three updates • Abbreviated quality assurance and quality control plan • Coordination meeting summaries focused on action items • Decision log and routine updates • Monthly project status reports City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 3 Phase 100 Assumptions • The project duration is 24 months. • Coordination meetings may be more frequent at the beginning and during times of intense work and less frequent at other times. Phase 200 Receiving Waters Assessment Otak completed a preliminary receiving water assessment in early 2021. This assessment gathered much of the data recommended for inclusion by the SMAP guidance from Ecology and the Building Cities in the Rain methods. The preliminary assessment included: • Basin delineation • Identified designated uses and associated water quality standards for the receiving waters • Gathered water quality data from multiple sources including Ecology, King County, and the USGS • Gathered GIS data including land use, land cover, roads, density, etc. • A Long Term Hydrologic Impact Assessment (L-THIA) model for existing land uses and conditions The preliminary receiving water assessment identified four basins (Green/Duwamish River, Gilliam Creek, P17, and Johnson Creek) for further analysis. Remaining work in Phases 200 through 400 will take place in these four basins. 01 Intake Existing Data Consultant shall: a. Review and confirm the findings of the preliminary assessment. 02 Verify Targets Consultant shall: a. Review and confirm designated uses and associated water quality standards for the four basins. b. Any changes that are identified will require re -assessment of the water quality data in the affected watershed to ensure that the assessment is accurate. 03 Compile Additional Data The final assessment will seek to add in additional information to the assessment following the guidance from Ecology and the Building Cities in the Rain methods. Consultant shall consider: a. Any additional water quality data that was not included in the preliminary assessment. Such as: ▪ Water quality data that has been released since the preliminary assessment was completed ▪ Known water quality or habitat issues documented by the City b. Areas of upcoming development pressure. This includes current or planned redevelopment, infilling, zoning changes, etc. ▪ Using future land cover and land use plans, update land use areas in any GIS and a future conditions L-THIA analysis in any of the four basins, as needed. c. Evaluate effects on overburdened communities. The USEPA's EJScreen and Washington State Department of Health's Health Disparity Map will be evaluated for each basin. Information from the City (if available) will also be evaluated as part of this analysis. d. Develop a methodology for determining relative stormwater management influence. The overall improvement from SMAP actions could be affected by the City's existing MS4 system, availability of land, City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 4 current land use, relative percentage of basin within City jurisdiction, unique characteristics of the receiving water, etc. These factors will be assessed for each basin. e. Apply methodology and document the relative stormwater management influence of the four basins. GIS Web Maps will be used to document and convey the results of the receiving water assessment. Consultant shall: a. Develop Web Maps to show the extent of the water quality concerns, development pressures, relative ability to improve conditions through stormwater management, etc. A watershed inventory is required per the Permit S5.C.1.d.i. Consultant shall: a. Develop a watershed inventory table (of all nine basins) for submittal to the Washington State Department of Ecology (Ecology). This table will be based on Table 1 of the Preliminary Receiving Waters Assessment memorandum and meet the requirements of the Permit S5.C.1.d.i and will include for each basin: ▪ Receiving water name ▪ Total watershed area ▪ Percentage of watershed in Tukwila's jurisdiction ▪ Stormwater management influence ▪ Indication whether or not basin is included in prioritization process b. Prepare a map of all the basins. c. Update the preliminary assessment memorandum to document the results of the receiving water assessment. 04 StoryMap (Optional) If requested by the City, Consultant shall: a. Compile the Web Maps and the data behind them into a Story Map that can be used by the City and Consultant team for internal communication and understanding of the results of the assessment. b. Modify or update the Story Map for communicating with stakeholders and the public. Phase 200 Deliverables • Watershed Inventory Table per Permit S5.C.1.d.i and map of all basins • Draft assessment of receiving waters memorandum • Final assessment of receiving waters memorandum • Relative Stormwater Management Influence methodology, draft and final • Web Maps ▪ GIS Story Map summarizing receiving water characteristics by basin OR GIS coverages that consolidate information presented tabularly in the excel table. Scope and fee include GIS Story Map as contingency but development of Story Map must be authorized separately by City. Phase 200 Assumptions • The receiving waters assessment will be limited to the four basins highlighted in the preliminary receiving waters assessment (Green/Duwamish River, Gilliam Creek, P17, Johnson Creek). • The City will provide the Consultant with all relevant data available for receiving waters including, but not limited to, the following: ▪ GIS coverages (as available) including basin delineations, impervious surface coverage, stormwater facilities, zoning, wetlands, streams, conveyance networks, transportation networks, and water quality data. City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 5 ▪ Basin plans, water quality studies, hydrologic modeling reports, and other relevant City documents. ▪ These resources will be used for follow-up questions and coordination and for map preparation to document receiving water conditions in each basin or sub -basin. • Consultant will not collect any new water quality data or perform any other field work as part of the assessment. • The City will provide input information (as available) on expected land use and growth projections for receiving waters within the four basins. • GIS files produced during the project and a PDF of screen shots of the web content will be provide at project closeout. Aspect Consulting will host Web Maps and Story Map (if authorized by City) throughout the duration of the project and an additional six months past project closeout. Aspect can continue to host the Story Map after project closeout at a cost of $500/year. Transfer of Story Map files to be hosted elsewhere is not included in this scope of work. ▪ Story Map cost estimate includes one consolidated round of revisions. • One round of comments and revision is assumed for the final assessment memorandum. Phase 300 Basin Prioritization Data compiled in Phase 200 will be used for prioritizing receiving waters and will be used to determine a high- priority receiving waters to develop a Stormwater Management Action Plan (Phase 400). 01 Draft Prioritization Criteria The Consultant shall: a. Develop draft prioritization criteria based on City input, the SMAP guidance from Ecology and the Building Cities in the Rain guidance. The draft prioritization criteria will include up to 10 factors. Examples of factors that could be assessed include: ▪ Level of impairment ▪ Relative stormwater management influence ▪ Public importance or community value ▪ Cost effectiveness ▪ Availability of land ▪ Planned future development b. Prepare draft criteria and example scenarios for discussion. c. Meet with City staff to discuss the draft prioritization criteria and to ensure that the criteria are aligned with City priorities and values. 02 Public Outreach/Involvement Input from the public and stakeholders will help shape the prioritization criteria. The Consultant shall: a. Prepare a brief draft informational overview of the purpose, goals, process, and expected benefits of SMAP for inclusion in the City's digital newsletter (The Hazelnut) and which can be emailed by the City to tribal representatives. b. Provide the final informational overview incorporating one round of City review and comments. c. Review any public and stakeholder feedback and develop recommended responses for potential consideration and/or inclusion in the prioritization process. Transmit the recommended responses to the City for review and hold a 1 -hour follow-up meeting with the City to discuss the recommendations. City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 6 03 Finalize Prioritization Criteria and Basin Selection Final criteria will be used to compare and rank receiving waters. Consultant shall: a. Incorporate City and public comments into the final criteria. b. Apply final criteria to the basins that were assessed under Phase 200. c. Prepare a draft table of the ranked basins to the City for comment. Criteria may be modified if results are not consistent with what is known about receiving waters. If this occurs, another draft list will be prepared using modified criteria. d. Meet with City staff to discuss the draft list. e. Following comments, prepare a final ranked list of receiving waters along with documentation of the selection process and the data that support the selection of the receiving water for the SMAP development. 04 Catchment Delineation and Selection Once a basin is selected, it may be divided into catchments if appropriate. Consultant shall: a. Delineate catchments in GIS using existing drainage, surface water, topography, and other appropriate data. Once catchments are delineated, they will be evaluated using the developed prioritization criteria to select the catchment for the development of the retrofit/action plan and SMAP. Phase 300 Deliverables • Draft Prioritization Criteria • Public Outreach/Involvement Materials ▪ Draft and final informational overview of the purpose, goals, process, and expected benefits of SMAP for publication in The Hazelnut and for City to distribute to Tribes and environmental stakeholders ▪ Recommended responses to public/stakeholder feedback • Final Prioritization Criteria • Draft excel table of ranked receiving waters • Catchment delineation • Final excel table of ranked receiving waters and selection of receiving water for Stormwater Management Action Plan. ▪ Table will divide selected receiving water into catchments and selected catchment will be identified for Stormwater Management Action Plan • Webmaps, and brief memorandum summarizing selection methods, ranking process, and prioritized basin for reporting to Ecology under S5.C.1.d.ii. Phase 300 Assumptions • All meetings are assumed to be virtual with no associated travel costs. • The City and up to two members of the consultant team will attend a 1.5 -hour meeting to develop criteria to prioritize receiving waters. • The City and up to two members of the consultant team will attend one 1 -hour meeting to discuss draft prioritization results. • Consultant will submit draft and final SMAP informational overview to City via email. ▪ City will compile all edits and comments on draft overview into single document. ▪ Cost estimate includes one round of revisions. • City will coordinate inclusion of SMAP information overview in City's digital newsletter. • City will send SMAP information overview to tribes and environmental stakeholders • City will compile all responses and feedback from public, tribes, and environmental stakeholders into document and transmit to consultant via email. City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 7 • The City and up to two members of the consultant team will attend one 1 -hour meeting to discuss recommendations from the public outreach process. • The City and up to two members of the consultant team will attend one 1 -hour meeting to discuss final catchment selection results • The final list of ranked receiving waters will be prepared following City approval and agreement. • The City will make final determination and select the high-priority receiving water to develop a Stormwater Management Action Plan. • Catchment delineation will only be completed within the selected basin. • All data may not be applicable for the final catchment selection. For example, a basin may only have water quality data from a single point rather than from each catchment so a comparison of water quality data may not be appropriate. Final catchment selection will utilize data that allows for comparisons between catchments relative to the prioritization criteria. Phase 400 Retrofit/Action Plan Concept Development Within the priority basin, the Consultant will identify and develop stormwater management capital improvements, policies, and programmatic actions that could be implemented in the priority basin following 2019 SMAP Guidance. If a priority catchment has been selected, the SMAP will be prepared for the catchment. 01 Draft Concept Plans Consultant shall develop draft concept plans: a. In a meeting with City staff attended by up to four consultant team members, discuss and select alternatives for a suite of CIPs, policies, and programmatic actions; document discussion and selection in meeting notes. b. Develop up to three draft planning -level capital improvement projects in the priority basin/catchment, presented as a draft CIP fact sheet. c. Develop up to one draft policy white paper or up to one draft planning -level targeted SWMP action in the priority basin/catchment, presented as a draft program fact sheet. d. Prepare a draft planning -level costs for each solution. CIP costs will include land acquisition, City's administrative costs, design, construction, and contingency. Costs for non-structural management actions will include City's administrative costs, one-time costs, and average annual costs. 02 Final Concept Plans Consultant shall develop final concept plans: a. Finalize planning -level capital improvement projects in the priority basin/catchment b. Finalize policy white paper or SWMP action c. Finalize planning -level costs for each solution. CIP costs will include land acquisition, City's administrative costs, design, construction, and contingency. Costs for non-structural management actions will include City's administrative costs, one-time costs, and average annual costs. d. Prepare a final CIP fact sheet for each CIP e. Prepare a final Program fact sheet for each programmatic/targeted SWMP action Phase 400 Deliverables • Alternative selection meeting notes • Draft and final planning -level CIP fact sheets (up to three) • Draft and final policy white paper or program fact sheet (one) • Draft and final cost estimates City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 8 Phase 400 Assumptions • The City hopes to secure a grant from the Department of Ecology to fund Phases 400 and 500. The grant agreement will control the scope of work for this phase, so scope of work for this phase may be amended based on grant requirements. • The fee estimate shows a typical mix of staffing assignments for CIP development, but the actual assignment between our scientist and engineering, etc., will likely change based on the desired CIPs. Phase 500 SMAP The SMAP plan will be a standalone document suitable for submittal to Ecology to satisfy part of the City's NPDES Western Washington Phase II municipal stormwater permit stormwater planning requirement and suitable to serve as an appendix to the SWCP. 01 Draft SMAP Consultant shall: a. Write the draft SMAP. The SMAP is assumed to be 10 pages in length, not including attachments, with the following sections: ▪ Introduction ▪ Regulatory Context ▪ Summary of Receiving Waters Assessment ▪ Summary of Basin Prioritization ▪ Priority Basin Plan ▪ Implementation Schedule ▪ Budget Sources ▪ Adaptive Management ▪ Conclusion b. Compile the final reports and fact sheets from Phases 200, 300, and 400 as attachments to the plan. 02 Final SMAP Consultant shall: a. Write the final SMAP, incorporating City comments. Phase 500 Deliverables • Draft and final SMAP Phase 500 Assumptions • The City hopes to secure a grant from the Department of Ecology to fund Phases 400 and 500. The grant agreement will control the scope of work for this phase, so scope of work for this phase may be amended based on grant requirements. • City to compile comments and resolve conflicting direction before returning comments on drafts. Phase 610 SWCP - Planning Phases 610 through 660 encompass the preparation of the SWCP. City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 9 01 Define the Products This task has been included to clearly set expectations for the products for the SWCP that will result from this project. Consultant shall: a. Review 2013 SWCP and appendices and prepare a draft SWCP outline with annotations. Annotations will summarize the amount of update needed for each section, new sections, usefulness of existing appendices, and status of previous CIP projects. b. Prepare a draft title block for printed map products c. Prepare draft graphic layouts for a CIP fact sheet d. Coordinate with the City on the types of known issues/projects to be collected during the study. This will be used to develop the project GIS. e. Hold a GIS Coordination meeting between Otak and Aspect to agree on division of labor for GIS tasks, file sharing strategies, data organization, and data formats f. Hold a Cost Estimating Coordination meeting between Otak and Aspect to agree on approach and format for cost estimating 02 Client Review & Update Consultant shall: a. Review and update products to incorporate City comments Phase 610 Deliverables • Draft and final title block for printed map products • Draft and final graphic layouts for a CIP fact sheet • Draft and final SWCP outline Phase 610 Assumptions • One round of review is included • Fact sheet layouts will also be used in Phase 400 for the CIP designs for SMAP Phase 620 SWCP Discovery The purpose of this task is to identify known issues within the surface water systems, comprising storm system, surface water bodies, and levees as well as policy or programmatic gaps. Information will be gathered primarily from interviews and field trips with staff. 01 Engineering and Asset Data Collection Engineering and asset information will be collected. Consultant shall: a. Prepare a detailed information request for engineering and asset information. Examples include utilities data in GIS, existing reports and studies that identify known issues or projects, and related City CIP lists. b. Prepare a spreadsheet to document existing information provided by the City and its use/usefulness. c. Set up a project GIS and online map to document known issues, other/related City CIP project locations, field investigation sites, potential projects, and CIP project locations. City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 10 02 Update Fish Passage Barriers Inventory and Assessment Consultant shall: a. Create a brief addendum to the "City of Tukwila Fish Passage Barrier Inventory" by CH2M HILL within Appendix B of the 2013 SWCP to update the status of the documented fish passage barriers that have been removed or that now have a different status. No additional fish passage barriers will be identified as part of this task. 03 Interviews and Preliminary Field Trips w/ Staff Consultant shall: a. Attend two, two-hour workshop with City staff to interview them and collect additional background knowledge, existing practices, problem locations, other stormwater and surface water issues and potential project ideas. b. Conduct up to two, one -day preliminary field trips with City staff to view key stormwater facilities, stream segments, and problem locations. Sites will be selected by the City's team, and the City will provide driving directions or addresses. c. Take notes and photographs of sites. Document sites in the project GIS 04 Document Known Issues Consultant shall: a. Based on interviews and preliminary field trip, document locations of known issues in the project GIS. Opportunities to retrofit areas for water quality and/or flow control may be included if City wishes. Up to 90 issues are expected overall. b. Describe the following attributes of each known issue: name, description, type, source, year last observed (if known), and status. c. Document adopted surface water CIP projects that have not begun construction in the project GIS. d. After documenting the collected known issues, provide an online map where City staff may review documented known issues, update missing information, and document additional ones. e. Show existing land use, land cover, topography, storm system, and basins in the online map. 05 Summarize Existing Information Throughout the project, existing conditions, assets, and analyses will be stored in an interim online GIS map. Interim mapping and analytical deliverables will be presented in the online interface. Consultant shall: a. Attend a two-hour meeting with the City to review results of existing information compilation and discuss options and priorities for field and technical analyses. b. Prepare a brief memo summarizing existing information, known issues, and recommendations. 06 Screening The purpose of this task is to reduce the number of known issues that will be considered further. Consultant shall: a. With City participation, develop screening criteria for known issues. The purpose is to bin known issues into three bins: candidates for CIPs, candidates for systematic/programmatic solutions such as the Annual Small Drainage Program, and no further action. City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 11 b. Attend a two-hour meeting with the City to agree on the approach to screening the long list of known issues. It is anticipated that key staff from Public Works and other departments will be invited to the meeting, as guided by the City's Project Manager. c. Apply screening criteria to develop a list of up to 15 known issues that are candidate CIP projects; this list may include projects on the existing SWCP CIP that have not been implemented. d. Update the project GIS and online map with screening information. 07 Regulatory & Operations Review The purpose of this task is to gather information for the update of SWCP Sections 3 and 6. A regulatory gap analysis was completed by the City in 2020 to compare the City's ongoing stormwater management program with the NPDES 2019 Phase II Western Washington Municipal Stormwater Permit. Since then, the City has begun working toward implementing some of the new requirements. Appendix C should include a brief update of the gap analysis, and Section 3 should describe the City's plans to meet the new permit requirements. Section 6 will be revised to describe the City's current policies and practices relating to maintenance and operation of the storm sewer system. Consultant shall: a. Document in a list the policies, operational SOPs, guidelines, route maps, and reference materials used by City staff relating to storm sewer operations and NPDES permit compliance. b. With City's approval, select up to five items to review in more detail, and review them. c. Attend a two-hour meeting with the City to gather information on the City's current operations policies and practices. d. Update the 2020 regulatory gap analysis with any new progress on compliance. e. Update Appendix C of the current SWCP (regulations and policies). f. Update Section 6 of the current SWCP with operations and maintenance policies and practices (draft). Phase 620 Deliverables • Existing information spreadsheet • Online GIS map of known issues and potential projects • Existing information and known issues memorandum • Updated known issues online map • Screening criteria • List of 15 known issues that are candidate CIP projects • Updated regulatory gap analysis, draft and final • Updated Appendix C, Regulations and Policies, draft and final • Updated Section 6, Operations and Maintenance, draft Phase 620 Assumptions • The planning area is defined by the City limits. • Basins will not be redelineated from the 2013 SWCP. • Engineering/asset staff workshop (item 620.01.) may be attended by up to three Consultant staff. • City will mark up the Fish Passage Barrier Inventory table (Table 1 of CH2M HILL memo in Appendix B) to indicate barriers that have been removed since the 2011 memorandum to the extent that they are aware. Other than City's institutional knowledge, barrier status will be updated using WDFW's fish barriers GIS. Barriers will not be removed from the list without confirmation from City staff. It is assumed that no new barriers will be identified. • Preliminary field trips (item 620.03) will be attended by up to two Consultant staff. • City will arrange for right -of -entry, where necessary, for field trips City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 12 Phase 630 SWCP - Visioning The purpose of this task is to integrate the City's values and goals into project selection. A scoring matrix will be developed for the City to evaluate the benefits of potential stormwater projects and establish a priority list for implementation. The rating system will focus on quantifying project benefits. 01 Scoring Criteria Consultant shall: a. Develop a matrix of scoring criteria for City to distribute to internal stakeholders. b. Revise matrix based on feedback. Phase 630 Deliverables • Project scoring criteria, draft and final Phase 630 Assumptions • The draft scoring matrix will be presented at a meeting attended by up to two Consultant Otak staff. • One round of review of the scoring criteria is included. Phase 640 SWCP - Solutions 01 Project Identification Consultant shall: a. Develop a potential project idea for each of the 15 screened known issues. Document as potential projects in the project GIS and update online map. b. Describe the following attributes of each potential project in the GIS: name, description, type, associated known issue(s), and associated field site(s). c. Attend up to two two-hour meetings with the City to review and discuss the draft project list. d. Update the GIS and online map. 02 Rate and Rank Draft Project List Consultant shall: a. Develop a multi -criteria analysis spreadsheet tool based on the agreed scoring criteria to rating the benefits of stormwater projects. b. Rate and rank the draft list of potential projects along with incomplete projects on the current SWCP CIP c. Meet with City in a two-hour meeting to review and discuss prioritized projects: Populate online map with project scores and ranks. d. Revise criteria (minor adjustments), score values, and/or project scores in response to stakeholder feedback. e. Re -rate projects based on revisions. f. Select up to 7 highly -rated new projects to further develop as the CIP, and select up to 8 current SWCP CIPs that have not been implemented to update cost estimates; verify selections with the City. g. Update GIS and online map. City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 13 03 Draft CIP Design Consultant shall: a. Review information and GIS data (storm system, soils, topography, utilities, land use, land ownership, development plans, groundwater, target pollutants, etc.) for each high priority project area. b. Delineate drainage basins for project sites and estimate flows and volumes necessary for initial BMP/pipe sizing. c. Rough locations and facility footprints will be estimated. d. If needed, spend up to one day visiting the selected CIP sites. e. Develop up to 7 draft planning -level capital improvement projects. f. Develop a draft project narrative (two paragraphs) for each. 04 Final CIP Design & Fact Sheets Consultant shall: a. Finalize CIP designs. b. Write a draft fact sheet for each CIP. c. Write a final fact sheet for each CIP. d. Update GIS and online map, if needed. e. Prepare a succinct written SWCP CIP Section (Solutions) narrative that discusses the problem areas, categories of problems (including SMAP projects), and preferred solutions. The narrative will refer to the fact sheets and will include the CIP table (schedule. sequencing, costs) developed under Phase 650. 05 Update Surface Water Issues and Solutions Consultant shall: a. Update the list and brief description of types of solutions within Appendix D of the current SWCP, draft and final. b. Update Appendix E of the current SWCP. 06 Update Atlas Consultant shall: a. Create a new atlas as the replacement for Appendix A of the current SWCP. The Atlas will document ▪ The City's stormwater system and water bodies ▪ Basins and catchments used for SMAP ▪ Locations of known issues (indexed to a list of known issues) ▪ Locations of potential projects (indexed to a list of potential projects) ▪ Locations of CIPs (indexed to a list of CIPs) Phase 640 Deliverables • 15 project concepts • Project prioritization, draft and final • List of selected CIPs (8) • 7 planning -level CIP fact sheets, draft and final • Updated Appendix D, draft and final • Updated SWCP CIP Section, draft • Replacement Appendix A (atlas), draft and final City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Phase 640 Assumptions • This task assumes no additional data acquisition, such as survey, and no modeling • Meetings will be attended by up to three Consultant staff • One round of review of each deliverable Page 14 Phase 650 SWCP - Funding 01 Prepare CIP Schedule and Table Based on project sequencing and priorities, the Consultant team will prepare a draft 10 -year schedule for identified stormwater projects, including up to 15 projects, including new CIPs and projects remaining from the 2013 SWCP. Consultant shall: a. Prepare a draft 10 -year schedule for identified stormwater projects Multi-year projects will be shown as such with the activities (design/permitting versus construction) and necessary funding broken out by year b. As the project list and schedule are developed, prepare a draft master stormwater CIP table showing recommended projects and costs by year. c. Costs will be developed as described in Phase 650-02 below. Smaller projects, such as minor spot repairs and ongoing incremental system upgrades, are assumed to have been binned into the annual R&R category and will require no further analysis or estimating, and will use an annual allocation rather than estimating costs based on identified issues. Consultant will coordinate with the City regarding the City's desired R&R or small projects funding allocation. Provide the draft CIP table to the City for review and comments. d. Meet with the City to review and discuss comments on the CIP table, make adjustments, and obtain direction necessary to prepare the final table. The final CIP table will be prepared for submittal to the City and inclusion in the updated SWCP CIP Section. 02 Prepare CIP Cost Estimates Cost estimates will be developed for up to 15 CIPs, whether new or remaining in the 2013 SWCP. Consultant shall: a. Develop planning level costs. These costs will be developed using professional judgement and recent experience of team members with similar projects. A planning level contingency will be used as well. The overall planning level estimate will be broken out into design, permitting, land/easement as needed. Updated planning level costs will be estimated for projects remaining from the prior CIP. The cost estimating detail will vary depending on available CIP information — for instance CIPs with fact sheets (with maps/approximate footprints) will provide more information for cost estimating than projects that only have a location and description. b. Feed the cost estimates into the CIP table developed under Task 650-01. c. Prepare a narrative description of the cost estimating methodology for inclusion in the overall CIP Section prepared by Otak under Task 640-04. 03 List Revenue Sources Consultant shall: City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 15 a. Research and list possible sources of revenue for CIP projects - specifically City general fund, grants, loans, general stormwater utility revenue, and stormwater utility CIP surcharges. b. Identify CIP projects that likely receive runoff from WSDOT ROW and roughly estimate the portion of the project costs that may be eligible to use funds collected from WSDOT under SB 5505. This will involve a desktop screening of the up to 15 CIP projects to identify if any projects appear to likely receive significant runoff (directly or indirectly) from WSDOT limited access highway ROW. For projects appearing to receive significant runoff, Aspect will complete a cursory review of the contributing drainage area and, to the extent feasible, estimate the approximate portion/share of the CIP cost that could be eligible for WSDOT funds. c. Prepare a draft and final Stormwater CIP Revenue Sources narrative for inclusion in the updated SWCP. The narrative will also include a write-up about potential WSDOT funding, amounts, and requirements and recommendations for charging WSDOT stormwater utility fees. Phase 650 Deliverables • CIP Schedule and Table, draft and final • 15 planning -level CIP cost estimates, draft and final • List of possible revenue sources for CIPs • List of CIPs and incomplete projects on the 2013 SWCP CIP list that are eligible for use of fees collected from WSDOT for design and construction and estimate of proportion eligible for funding from fees collected from WSDOT • Stormwater CIP Revenue Sources narrative (draft and final) Phase 660 SWCP - Implementation The purpose of this phase is to prepare the Surface Water Comprehensive Plan 2023 Update. 01 Draft SWCP Update Consultant shall: a. Update the SWCP b. Prepare a cover in InDesign c. Compile appendices 02 Revised Draft SWCP Update Consultant shall: a. Log significant comments and respond to them b. Revise the SWCP based on comments 03 Adopted SWCP Consultant shall: a. Log significant comments and respond to them. b. Revise the SWCP based on comments. c. Produce a print quality PDF with working links and bookmarks. d. Print, bind, and deliver up to seven copies of the adopted plan. e. Finalize and archive data; export online data to an off-line project geodatabase containing data and analyses collected and created by Consultant . City of Tukwila SMAP and SWCP Scope of Work October 1, 2021 Page 16 04 Public Involvement and Adoption Consultant shall: a. Prepare a SEPA Checklist for the SWCP, including the SMAP. b. Prepare a presentation for City Council (may be either adapted from existing Story Map(s) developed in earlier phases or a PowerPoint). c. Attend up to two City Council Committee meetings or meetings of the full City Council. Phase 660 Deliverables • Draft SWCP with appendices (PDF) • Revised draft SWCP with appendices (PDF) • Adopted SWCP with appendices (PDF with functional links and bookmarks) • Project geodatabase • Completed comment log • City Council presentation Phase 660 Assumptions • The SWCP will use a new format • Text from 2013 SWCP will be copied and updated as appropriate • City will compile comments, provide a single set of comments for each draft, and resolve conflicting direction from commenters • Comments on grammar, formatting, typographical errors, minor errors, and minor requests for changes will not be logged • Up to two Consultant staff to attend the Council meetings • Assumes the SEPA process results in a determination of non -significance and requires a two-week public review process • City staff prepares the SEPA notice and publications SMAP and SWCP Fee Estimate Summary of Otak, Inc. and all Subconsultants Otak Project # 033383.000 10/1/2021 EXHIBIT B Task Description Otak, Inc. Aspect Consulting Total Hours Total Budget by Task 100 Project Management and Grant App 01 Contract and Schedule Management 48 4 52 $7,866 02 Coordination 51 15 66 $10,912 03 Monthly Progress Reporting 38 22 60 $8,344 200 Receiving Waters Assessment 01 Intake Existing Data 5 18 23 $3,849 02 Verify Targets 2 6 8 $1,315 03 Compile Additional Data 29 211 240 $40,928 04 StoryMap (Optional) 4 18 22 $3,569 300 Basin Prioritization 01 Draft Prioritization Criteria 13 23 36 $6,989 02 Public Outreach/Involvement 6 16 22 $4,044 03 Finalize Prioritization Criteria and Basin Selection 10 77 87 $15,195 04 Catchment Delineation and Selection 3 21 24 $4,393 400 Retrofit/Action Plan Concept Development 01 Draft Concept Plans 178 17 195 $27,731 02 Final Concepts 95 95 $11,944 500 SMAP 01 Draft SMAP 61 40 101 $14,708 02 Final SMAP 38 4 42 $5,396 610 SWCP Planning 01 Define the Products 32 32 $3,854 02 Client Review & Update 14 14 $1,587 620 SWCP Discovery 01 Engineering and Asset Data Collection 30 30 $3,966 02 Update Fish Passage Barriers Inventory 9 9 $976 03 Interviews and Preliminary Field Trip with Staff 68 68 $10,640 04 Document Known Issues 128 128 $15,090 05 Summarize Existing Information 43 43 $4,666 06 Screening 51 51 $6,265 07 Regulatory & Operations Review 85 85 $9,636 630 SWCP Visioning 01 Scoring Criteria 46 46 $5,574 640 SWCP Solutions 01 Project Identification 69 69 $9,890 02 Rate and Rank Draft Project List 81 81 $8,970 03 Draft CIP Design 185 185 $22,408 04 Final CIP Design and Fact Sheets 194 194 $21,218 05 Update Surface Water Issues and Solutions 48 48 $5,406 06 Update Atlas 31 31 $4,328 650 SWCP Funding 01 Prepare CIP Schedule and Table 30 30 $4,398 02 Prepare CIP Cost Estimates 43 43 $6,676 03 List Revenue Sources 60 60 $7,576 660 SWCP Implementation 01 Draft SWCP Update 215 215 $23,704 02 Revised Draft SWCP Update 87 87 $9,420 03 Adopted SWCP 40 40 $3,913 04 Public Involvement and Adoption 44 4 48 $7,152 Total Hours 2214 496 2710 $364,496 $1,500 $365,996 Total Labor Cost $273, 990 $90, 506 Direct Expenses $1,500 Project Total $275,490 $90,506 Page 1 of 1 K:\Project\33300\33383\Contract\33383 Tukwila SMAP SWCP Fee Draft v3 10/1/2021 SMAP and SWCP Fee Estimate Otak Inc. Otak Project # 033383.000 10/1/2021 Labor Cateaones* Task Description Sr. PIC/Sr. PM Civil Planner IV CE IX CE IX CE Designer IV Designer III Planter Assoc. Planner Aoroclll Sr. GIS Specialist Scientist IV SdenlistI Project mora. PA Total Hours Total Budget by Task Total Budget by Phase 100 Project Management and Grant App $19,119 01 Contract and Schedule Management 2 26 10 8 2 48 6974 02 Coordination 43 8 51 7497 03 Monthly Progress Reporting 16 16 6 38 4648 200 Receiving Waters Assessment $5,834 01 Intake Existing Data 1 2 2 5 781 02 Verify Targets 1 1 2 353 03 Compile Additional Data 1 8 4 16 29 4080 04 StoryMap (Optional) 4 4 620 300 Basin Prioritization $5,228 01 Drafl Prioritization Criteria 1 10 2 13 2154 02 Public Outreach,nvolvement 6 6 930 03 Finalize Prioritization Criteria and Basin Selection 8 2 10 1636 04 Catchment Delineation and Selection 2 1 3 508 400 RetrofitlAction Plan Concept Development $35,714 01 Drafl Concept Plans 1 4 12 4 86 67 4 178 23770 02 Final Concepts 1 4 12 2 40 36 95 11944 500 SMAP $11,674 01 Drafl SMAP 1 8 2 42 4 4 61 7056 02 Final SMAP 1 8 2 21 2 4 38 4618 610 SWCP Planning $5,441 01 Define the Products 4 2 4 8 10 4 32 3854 02 Client Review & Update 2 1 2 4 1 4 14 1587 620 SWCP Discovery $51,239 01 Engineering and Asset Data Collection 4 4 2 8 12 30 3966 02 Update Fish Passage Barriers Inventory 1 1 6 1 9 976 03 Interviews and Preliminary Field Trip with Staff 32 20 8 8 68 10640 04 Document Known Issues 4 4 100 12 6 2 128 15090 05 Summarize Existing Information 2 1 8 24 4 2 2 43 4666 06 Screening 8 4 14 24 1 51 6265 07 Regulatory & Operations Review 8 12 61 4 85 9636 630 SWCP Visioning $5,574 01 Scoring Criteria 8 2 6 28 2 46 5574 640 SWCP Solutions $72,220 01 Project Identification 1 8 18 22 12 4 4 69 9890 02 Rate and Rank Drafl Project List 2 2 34 41 2 81 8970 03 Drafl CIP Design 2 3 12 148 16 4 185 22408 04 Final CIP Design and Fact Sheets 2 1 5 56 118 12 194 21218 05 Update Surface Water Issues and Solutions 6 2 36 4 48 5406 06 Update Atlas 4 2 20 4 1 31 4328 650 SWCP Funding $18,650 01 Prepare CIP Schedule and Table 4 6 12 6 2 30 4398 02 Prepare CIP Cost Estimates 1 2 18 8 12 2 43 6676 03 List Revenue Sources 1 8 1 12 20 16 2 60 7576 660 SWCP Implementation $43,297 01 Drafl SWCP Update 1 24 4 168 18 215 23704 02 Revised Drafl SWCP Update 12 63 12 87 9420 03 Adopted SWCP 3 17 20 40 3913 04 Public Involvement and Adoption 24 4 12 4 44 6260 Total Hours 12 322 116 43 140 470 115 42 767 56 5 6 14 106 2214 $273,990 $1,500 $275,490 Annualized Billing Rafe $208 $155 $198 $198 $143 $115 $100 $136 $104 $127 $148 $91 $125 $84 Total Labor Cost $2,496 $49,910 $22,968 $8,514 $20,020 $54,050 $11,500 $5,712 $79,768 $7,112 $740 $546 $1,750 $8,904 Direct Expenses Project Total *Labor oategorie are representative of the staff who may perform the work are are used to develop afee stimate. S differen categories maybe used dep noting on availabil promotions, or other oonside Page 1 of 1 K:\Project133300\33383\Contract 133383 Tukwila SMAP SWCP Fee Draft v3 10/1/2021 Aspect co„J3TiNc Tukwila SMAP and SWCP Task Work Element Labor Budget Basis in Hours Total Hours Total Labor Budget tJrner Direct Charges (ODC) Subs End Date Associate Project 1 Staff 2 Senior 1 Project 2 Project 1 Sr. Editor Principal 1 Senior 3 Staff 2 coordinator 3 22 $ IS $ 12; 4, $ 1 l .#iH $ ik40 $ it 2rkC ,; 2 4 ,1 it: 40 $ U3 100 100 100 100 200 200 200 200 1000 300 300 300 300 300 400 400 400 500 500 500 660 660 660 660 660 Phase 100 Project Management and Grant Application 100.01 Contract & Schedule Management 4 4 $ 892 100.02 Coordination 13 2 15 $ 3,415 100.03 Monthly Progress Reporting Phase 200 Receiving Waters Assessment 22 $ 3,696 200.01 Intake E dsting Data 4 4 10 18 $ 3,068 200.02 Verify Targets 2 4 6 $ 962 200.03 Compile Additional Data 46 12 2 9 30 2 211 $ 36,848 -Story Map (optional stand-alone task) 3 10 18 $ 2,949 Phase 300 Basin Prioritization 300.01 Draft Prioritization Criteria 300.02 Public Outreach/Involvement 300.03 Finalize Prioritization Criteria and Basin Selection 300.04 Catchment Delineation and Selection Phase 400 Retrofit/Action Plan Concept Development 400.01 Draft Concept Plans 400.02 Final Concept Plans 15 10 23 All Otak 2 3.5 8 8 4 30 6 0.5 2 2 8 23 16 77 2 17 $ 4,835 $ 3,114 $ 13,559 $ 3,885 $ 3,961 Phase 500 SMAP 500.01 Draft SMAP 16 20 2 2 40 $ 7,652 500.02 Final SMAP 2 2 4 $ 778 Phase 660 SWCP - Implementation 660.01 Draft SWCP Update 660.02 Revised Draft SWCP Update 660.03 Adopted SWCP 660.04 Public Involvement and Adoption 4 4 $ 892 Total Aspect Consulting, LLC Page 1ofI UProjea\33388\33383\Contract\Subs\Aspea cost estimate 18.81.21 135 I'